Executive Assistant
About The Position
The Executive Assistant is a key support to the VP/CPO and, occasionally, the CEO, providing essential administrative support. The position proactively optimizes the VP/CPO and CEO’s schedule to organize their days and prioritize their time for executive-level, strategic work. The Executive Assistant will need strong time management skills, attention to detail, and a high level of discretion and professionalism in handling confidential information will be required. This role will be managing multiple duties and concurrent requests with varying deadlines. Cocoon House is committed to continually growing in our equity, diversity, and inclusion journey, and candidates with lived experience or who identify as BIPOC and/or LGBTQ+ are strongly encouraged to apply! We will also provide reasonable accommodation to qualified persons with disabilities upon request.
Requirements
- 2-4 years of high-level executive support in a fast-paced environment.
- Maintains confidentiality and acts with discretion
- Proficiency with Microsoft Office: Outlook, Excel, Word, PowerPoint, Teams/Sharepoint
- Strong verbal and written communication skills are vital to this position.
- Professionalism and commitment to Agency values required.
- Demonstrable skills in multiple calendar scheduling and maintenance.
- Ability to be proactive and step into multiple teams as needs arise.
- Self-starter and skills in qualitative problem solving and emotional intelligence skills needed.
- Willingness and ability to work on multiple projects simultaneously and maintain quality of product.
- Proven skills in project management, attention to detail, and deadline compliance required.
- High school diploma/GED or high school equivalency
- Must be 21 years of age or older
- DCYF background clearance
- Acceptable driver's abstract with no more than 2 violations within last 3 years
- Possess a valid driver's license, auto insurance, and reliable transportation
- Ability to effectively communicate with all internal and external clients
- Be able to hear voices and alarms.
- Ability to read and comprehend a variety of materials
- Ability to operate phone, computer, and record information for files and logs
- Must be able to lift up to 50 Ibs
- Must have ability to run up and down indoor and outdoor stairwells in case of youth emergency.
- Go up and down stairs
Responsibilities
- Comprehensive administrative support for the assigned Executive, including calendar and inbox management, scheduling, and organizing daily work priorities
- Track action items and deadlines to ensure timely completion of commitments
- Coordinate all aspects of the Executive’s meetings and appointments, including booking spaces, preparing and distributing materials to attendees, taking notes, and conducting appropriate follow-up support
- Attend meetings on behalf of the Executive and provide debrief and follow-up support as needed. These meetings include internal and external partner meetings.
- Support planning and execution of team events, leadership meetings, retreats, and partner site-visits
- Assist with creation of presentation materials, spreadsheets, and various other documents
- Book and coordinate travel arrangements for the Executive occasionally
- Board of Directors administrative support
- Coordinate all aspects of monthly recurring and ad-hoc meetings, including preparing and distributing necessary materials, managing communications, and conducting appropriate follow-up support
- Manage purchasing and detailed expense tracking to appropriately allocate
- Other duties as assigned
Benefits
- Medical, Dental, and Vision health options with employer contribution
- Multilingual pay stipend
- 403(b) retirement plan
- 21 days of PTO accrued in first year
- 10 agency-recognized holidays
- Paid training & testing: CPR/first aid, food handler's permit, blood borne pathogens, abuse awareness, TB testing, and additional in-depth practical trainings
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
